NBTA releases improved 2005 Modular Hotel RFP

March 17, 2004 |

The National Business Travel Association (NBTA) Hotel Committee announces enhancements and revisions to the NBTA Modular Hotel RFP and electronic file specifications.

The National Business Travel Association (NBTA) Hotel Committee is pleased to announce enhancements and revisions to the NBTA Modular Hotel RFP and electronic file specifications.

These enhancements are the result of feedback and collaboration between corporations, hotels and third party vendors in a continued effort to promote a common standard throughout the Hotel Industry.

Based on feedback from the supplier community, the 2005 Modular RFP is being released earlier than in previous years to allow hoteliers adequate time to make adjustments before the RFP season. The Association’s goal is to increase adoption of a standard that enables both Buyers and Suppliers to realize incremental time-savings and improved data quality.

Changes to the RFP content were minimal in 2004. However, in 2005’s version, changes are significant. All associated databases and forms used to collect RFP information must be updated accordingly. This work will support the continued adoption of the form and process improvements by the majority of Corporate Buyers.

Significant enhancements include:

- Introduction of Client-Specific Module: In an effort to improve data quality and ease of use, the previously known “Core” module has been split into two distinct modules through a separation of “basic” property information and “client-specific” information. The new “Property Basic” and “Client Specific” modules are smaller in size and easier to use.

- Revisions to Existing Modules: All modules have been through an intensive review to improve communication and understanding between buyer and supplier. Additionally, information fields have been rearranged to facilitate property comparisons across all service levels. For example, the Services & Amenities module now represents content for all property types, including full service, limited service and extended stay product. The Extended Stay Module now focuses exclusively on rate and length of stay information.

- Addition of New Data Fields: The Committee strives to adjust RFP content to be timely and relevant. With the addition of new data fields, like Property Global Positioning (Latitude and Longitude), buyers can continue to support the growing demand for property details that drive content within internal databases and traveler tools. The new HOTEL_ID field, for example, enables property- or chain-level sales managers to place internal identifiers within their RFP responses to buyers. To make room for these new fields, data fields that are no longer relevant have been removed.

“The NBTA Official Hotel RFP is a comprehensive and flexible Modular form and process that has historically been widely embraced,” says Beth Caligiuri, Chair of the NBTA Hotel Committee. “Our goal with the new release is to implement substantial enhancements, sourced from buyer and supplier feedback, while continuing to support process efficiencies and hotel data quality.”

In the coming weeks, the Committee will post updated RFP General Instructions and Frequently Asked Questions (FAQs) on NBTA’s website to assist users. Developer Notes will be posted, as well, to assist database managers in updating their systems and forms to conform to the changes.

“The updated modular format continues to create a win-win for both travel managers and hotel management. The modular RFP allows travel managers to customize the amount of information needed for their program, while at the same time allowing one standard format for hotels so they only have to complete the ‘general information’ once and be able to concentrate their efforts on pricing strategies,” says Caligiuri.

The 2005 NBTA Hotel Modular RFP consists of seven modules:

- Property Basic Module - Formatted to allow suppliers to communicate basic property-level information, such as property name, address, latitude, longitude, property contact information and more.

- Client Specific Module - Composed of response details that vary by corporate client. This module also includes the User Defined questions that were previously included as a separate module.

- Service & Amenity Module - Revised to include all services and amenities offered by all bidders regardless of property type.

- Communication & Technology Module - Updated to keep pace with new buyer requirements. Content includes new topics like wireless Internet access and hotel folio data.

- Geography & Transportation Module - Contains more fields to support online booking tool data requirements.

- Safety & Security Module - Continues to address property features that support buyer and supplier concern for traveler safety. Updates rose from input from constituents at major corporations and hotel companies.

- Extended Stay Module - Focused now to exclusively address length of stay and rate types.

To learn more about the 2005 NBTA Hotel Modular RFP, visit [url=http://www.nbta.org]http://www.nbta.org[/url] NBTA will be dedicating a session to the RFP at the NBTA Annual Convention in Orlando, FL, and the Hotel Committee will be offering training at the Technology Pavilion to assist travel managers on importing and database management.